eResources Access Management Handling of ETDs and Honors Theses

Overview:

The following are procedures for the ETDs. The ongoing project is currently managed by the Administrator of Technical Services.

Workflow Diagram

Regular Steps

• Open ETD-TS file from the Z –drive

  • Click on appropriate file folder

    • Open Metadata excel spreadsheet file

• Go down the list in the order the names appear in your email authorizing posting of processed ETDs

  • Look up title in ALEPH and choose appropriate electronic resource bib file and do the following:

    • Copy appropriate URL from spreadsheet & replace existing URL in Field 856 with the new URL, then Save (^L)

    • Open browser (^O) and verify new links works

    • With Thesis now open in a separate browser, carefully verify spelling of student’s name in Fields 100 & 245 against the online thesis

    • Carefully verify the thesis title in Field 245 against the online thesis

    • Verify the number of pages in the document in Field 300 against the online thesis

    • Verify the year in Field 502 against the online thesis

    • Scan through the rest of the record, looking for incorrect coding, etc.

    • Copy the System Control Number in Field 001 and paste it into the excel spreadsheet (adding the apostrophe [‘] before the number to keep it in Text formatting

• Save spreadsheet when completed

• Copy list of System #s to record Metrics

• Copy and paste list of System number to email completion notification to the following staff members: To: original cataloger; CC: Assistant Dean for Technical Services, Administrator of Technical Operations, and eResources Access Management Librarian

Metrics

The steps described above will be counted as a new title added for either an ETD or an Honors Thesis, depending on the material.

Embargoed Content

For cataloged embargoed content, we do the following (as an example):

856 40 $z At the author's request, access is restricted to cover page and abstract:

$u http://purl.fcla.edu... etc.

Regular Updates for URLs

The URLs are sent by the manager of the Digital Library in a spreadsheet as they become available. The spreadsheets are stored:

\\lib-fs-2k12\libshare$\ETD-TS (aka the Z drive)

Then they're stored by the quarter, along with the PDF copies.

Extracting Subject Headings for the Digital Library

This section of these procedures explain how to extract subject headings in Aleph so that they can be sent to the digital library. The process should take approximately 10 minutes without any complications. To start, you'll need a target file of theses and dissertations that includes the Aleph Bib number. In the steps here, we'll use the example of 2016_01SP. Files will be found in the directory Z:\ETD-TS\ (where Z: = \\lib-fs-2k12\). You'll also need access to Aleph and the Online Aleph File View (https://susopac.flvc.org/cgi-bin/afv). Data provided to the digital library will be dependent on the data provided.

Steps

• 1. Open the spreadsheet (eg. 2016_01SP).Note the columns. In the example, we only have Filename (author), PURLs, Bib#.

  2. Extract the Aleph Bib numbers using copy and paste to a text editor (e.g. Notepad or Notepad ++)

  3. Remove any occurrences where the Bib is "Embargoed"

  4. Make sure each bib number is formatted as 0+[8 digit bib number0+UXU01 (eg. 034339596UXU01). This can be done in Excel or using Regular expressions.

  5. Save the file of bibs as "faetdshYYS" (eg. faetdsh161). There should be no ".txt" extension or any other extension on the file. It doesn't matter where you save the file.

  6. Sign into the Online Aleph File View and upload the file to alephe/scratch. You can verify the file loaded correctly by loading it in the "Find" module of Aleph.

• 1. In Aleph, go to Services > Retrieve Catalog Records > Download Machine-Readable Records (print-03)

• 1. In the Print-03 Service form, you'll enter the file name, an output file name, in the Field 1+ Indicator, put "6####" for any 6XX field with any indicator

• 2. Once Aleph indicates that the service has completed, retrieve the output file from the uxu01/scratch directory of the Online Aleph File View. Copy and paste the results into a new tab of the spreadsheet.

  3. Next, we'll parse out the Bib, the MARC Tag & Indicators, and the Subject headings. The formulas provided assume that raw text values are pasted into Cell A2.

  4. label the columns A1 = "Raw", B2 = "Bib", C2 = "Field/Ind", D2 = "SH"

  5. In B2, to parse the Bib, add the formula, "=LEFT(A2,9)"

  6. in C2, to parse the field and indicators, add the formulas, "=MID(A2,11,5)"

  7. in D2, to parse the subject heading, add the formula, "=RIGHT(A2,LEN(A2)-21)"

  8. Next, we have to replace the subfields in the subjects with double-dashes. (i.e. "$$x" becomes "--"). This can be done a few ways but the easiest is using a regular expression in a text editor. Excel does not support regular expressions by default. However, if using Excel, you can accomplish the replacements using a find & replace. First, you'll need to convert the results of the formulas in Column D from formulas to text (copy the column and paste as values). Next, highlight the column and open the find and replace (control+h). In the "Find What" box, put "$$?" (no quotes). In the "Replace with" box, put "--" (no quotes). Then press "replace all."

• 1. We probably don't care about Genre/form subject headings so we remove all the MARC 655 subject headings. You can simply filter by that column and remove them.

  2. Next, we just want to bring the filename and PURLs data - and any other identifying data over to the new spreadsheet. You can do this with a simple Index/Match formula. (see next steps)

  3. For filename, in cell E2, put the formula, "=INDEX(Sheet1!A:A,MATCH(B2,Sheet1!C:C,0))" (this assumes that the bib numbers in the original spreadsheet are in column C and that the filename values are in column A. Adjust as necessary).Fill the formula down. Any #NAs should be reviewed.

  4. For PURLs, we'll do a slight variation on the prior formula, in Cell F2 replace column A in the filename formula with the appropriate column name for the PURLs. In our example, it will be column B so our formula is: "=INDEX(Sheet1!B:B,MATCH(B2,Sheet1!C:C,0))"

  5. If there are no other identifying columns to pull into the subject heading spreadsheet, this is now complete.

as of 2017-07-19